Executive Assistant

At Early Warning, we’ve powered and protected the U.S. financial system for over thirty years with cutting-edge solutions like Zelle®, Paze℠, and so much more. As a trusted name in payments, we partner with thousands of institutions to increase access to financial services and protect transactions for hundreds of millions of consumers and small businesses.

Positions located in Scottsdale, San Francisco, Chicago, or New York follow a hybrid work model to allow for a more collaborative working environment.

Candidates responding to this posting must independently possess the eligibility to work in the United States, for any employer, at the date of hire. This position is ineligible for employment Visa sponsorship.

Overall Summary

This position provides world-class administrative support to enable the business to function at optimal levels. Provides senior level administrative support to the executives and members of the senior leadership team, requiring significant latitude of independent judgment and discretion.

Essential Functions

• Provides administrative support to executives and senior leadership, anticipates needs and proactively executes support functions with a high degree of accuracy and efficiency.
• Manages executive calendars, coordinates travel arrangements, prepares expense reports and reconciles monthly credit card statements.
• Coordinates high visibility meetings with external and internal constituents requiring high degree of planning and execution.
• Attends Executive staff meetings, proactively keep leader and team on track.
• Handles sensitive and confidential material on a regular basis.
• Utilizes effective judgment in handling executive email, correspondence, calls, and requests; determines need for executive involvement; responds directly or routes to appropriate individual(s) as necessary.
• Develops and maintains Microsoft Word documents, PowerPoint decks and Excel spreadsheets documents.
• Takes personal ownership to coordinate projects and interact with and influence others to deliver expected results.
• Supports the company’s commitment to risk management and protecting the integrity and confidentiality of systems and data.

Satellite Offices:

• Ensure the operational excellence of the office on a day-to-day basis, including ordering office snacks/beverages, managing catering, greeting/assisting guests, office communications, and planning events / team building activities
• Manage office seating arrangements by partnering with technology to ensure desks are properly set up
• Manage relationships with current vendors, source new vendors as applicable for all office operations including building management, cleaning, catering, shipping, office supplies, purchasing, installing furniture and equipment and office maintenance
• Act as culture champion by partnering with leadership to uphold existing company traditions and values and find new ways to create a fun and collaborative office environment.
• Assist with local office moves, space planning and buildouts
• Partner with the Workplace Safety Coordinator to ensure all safety measures are implemented and maintained for all return to office procedure related to Covid
• Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.

Minimum Requirements

• High school diploma or GED equivalent.
• Minimum 5 years related administrative work experience with a minimum of 3 years experience supporting senior level management.
• Must be highly organized with strong attention to detail.
• Excellent written and verbal skills, with the ability to effectively edit and proofread.
• Sound judgment and time management to manager multiple priorities.
• Advanced proficiency in Microsoft Outlook, Word, and PowerPoint with intermediate Excel skills. Proficient with efficiency tools like WebEx and Microsoft Teams.
• Strong interpersonal skills and high level of professionalism to interact with all levels of internal and external contacts.
• Background and drug screen

Preferred

• Bachelor’s degree
• Five or more years of prior executive assistant experience supporting senior level leaders.
• Ability to take action and make decisions with little to no direction.
• Ability to insert oneself appropriately.
• Proven ability to maintain confidentiality and use appropriate discretion.
• Ability to coordinate projects requiring cross-functional interactions and influence.
• Take a proactive approach to identifying opportunities and recommending or initiating actions to improve operations or avoid potential challenges.

Physical Requirements

Working conditions consist of a normal office environment. Work is primarily sedentary and requires extensive use of a computer and involves sitting for periods of approximately four hours. Work may require occasional standing, walking, kneeling and reaching. Must be able to lift 10 pounds occasionally and/or negligible amount of force frequently. Requires visual acuity and dexterity to view, prepare, and manipulate documents and office equipment including personal computers. Requires the ability to communicate with internal and/or external customers.

Employee must be able to perform essential functions and physical requirements of position with or without reasonable accommodation.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.

Early Warning Services is an affirmative action and equal opportunity employer.

The base pay scale for this position in:
Phoenix, AZ/ Chicago, IL in USD per hour is: $32 - $39.
New York, NY/ San Francisco, CA in USD per hour is: $38 - $47.
Additionally, candidates are eligible for a discretionary incentive plan and benefits.This pay scale is subject to change and is not necessarily reflective of actual compensation that may be earned, nor a promise of any specific pay for any specific candidate, which is always dependent on legitimate factors considered at the time of job offer. Early Warning Services takes into consideration a variety of factors when determining a competitive salary offer, including, but not limited to, the job scope, market rates and geographic location of a position, candidate’s education, experience, training, and specialized skills or certification(s) in relation to the job requirements and compared with internal equity (peers). The business actively supports and reviews wage equity to ensure that pay decisions are not based on gender, race, national origin, or any other protected classes.

Some of the Ways We Prioritize Your Health and Happiness 

•  Healthcare Coverage – Competitive medical (PPO/HDHP), dental, and vision plans as well as company contributions to your Health Savings Account (HSA) or pre-tax savings through flexible spending accounts (FSA) for commuting, health & dependent care expenses.

• 401(k) Retirement Plan – Featuring a 100% Company Safe Harbor Match on your first 6% deferral immediately upon eligibility.

• Paid Time Off – Flexible Time Off for Exempt (salaried) employees, as well as generous PTO for Non-Exempt (hourly) employees, plus 11 paid company holidays and a paid volunteer day.

• 12 weeks of Paid Parental Leave

• Maven Family Planning – provides support through your Parenting journey including egg freezing, fertility, adoption, surrogacy, pregnancy, postpartum, early pediatrics, and returning to work.

And SO much more! We continue to enhance our program, so be sure to check our Benefits page here for the latest. Our team can share more during the interview process!

Early Warning Services, LLC (“Early Warning”) considers for employment, hires, retains and promotes qualified candidates on the basis of ability, potential, and valid qualifications without regard to race, religious creed, religion, color, sex, sexual orientation, genetic information, gender, gender identity, gender expression, age, national origin, ancestry, citizenship, protected veteran or disability status or any factor prohibited by law, and as such affirms in policy and practice to support and promote equal employment opportunity and affirmative action, in accordance with all applicable federal, state, and municipal laws. The company also prohibits discrimination on other bases such as medical condition, marital status or any other factor that is irrelevant to the performance of our employees. 

Early Warning Services LLC is a proud participant in E-Verify, a federal program to help ensure a legal and authorized workforce. As part of our hiring process, we electronically verify the employment eligibility of all new hires through E-Verify. For more information on your rights and responsibilities under E-Verify please visit Home | E-Verify.